Secretary / Administrative Assistant (5638) Jobs

Secretary / Administrative Assistant

Ghostrock, a subsidiary of Three Saints Bay, LLC, and a Federal Government Contractor industry leader, is seeking a Secretary / Administrative Assistant in Key West, FL. Position responsibilities include:

• Performing office-related duties including operating office equipment, filing documents, word processing, sorting/distributing mail daily, and performing reception duties.
• Handling and safeguarding classified materials up to the SECRET level, to include the sorting and distribution of classified mail, in accordance with DOD Manual 5200.01.
• Performing access control duties, including the opening and closing of cipher locks for rooms containing classified information up to the SECRET level, when authorized.
• Assisting with Safe Custodian duties for locking up and maintaining classified documents temporarily when required IAW DOD Manual 5200.01.
• Screening phone calls, incoming correspondence and visitors. Providing telephone coverage Monday through Friday from 0800-1600 local time for each performance site.
• Making complete arrangements for meetings and events. Ensuring that agendas, security clearances, briefing materials, and visual aids are prepared and in place.
• Updating telephone lists and coordinating base office relocation for Government employees via ServiceNow.
• Assisting with building representative duties relating to facility maintenance (e.g., putting in or calling in trouble calls for the respective buildings). Assisting with safety building representative duties and building fire warden duties relating to safety measures for the respective buildings.
• Providing data entry support for reports, charts, and metrics.
• Providing the Government a monthly progress, status and management report to include progress of work, and the status of the program assigned tasking and notification of existing or potential problem areas.
• Providing a monthly financial report that addresses the status of funding on the Task Order to include total funding provided, labor funding expended, Other Direct Costs (ODCs) billed.
• Providing the Government with a personnel roster of all personnel.
• Submitting a report describing the company's organization, assignment of functions, duties and responsibilities, management procedures and policies, and reporting requirements for the conduct of contractually imposed tasks projects or programs.
• Notifying the Government when contractors enter onto or separate from the Task Order.
• Tracking and reporting the completion status of their mandatory training.
• Proofreading, formatting, and editing official correspondence documents IAW SECNAV M-5216.5.
• Preparing documents, minutes, and action item tracking in support of meetings and video/teleconferences.
• Collecting information from the files or staff for routine inquiries on office programs or periodic reports and referring non-routine requests to appropriate staff members.
• Providing data entry and review of Government employee timekeeping information in Navy Enterprise Resource Planning (ERP) system IAW NSWCCORDIVINST 12600.2A. 5.2.4.
• Making travel arrangements to include making reservations, preparing travel authorizations, assisting with travel claims, and reviewing all travel documentation IAW DoDI 5154.31, Volume 3 and the Joint Forces Travel Regulation.
• Assisting, coordinating and sending security clearance along with other pertinent documentation to Government personnel for Defense Information System for Security. Ensuring the accuracy and completeness of all submitted information.
• Inputting shipping data into Navy ERP and ensuring items for shipment are wrapped/packaged IAW NSWCCORDIVINST 7322.1A.
• Gathering and organizing supply requests from designated personnel or departments, ensuring all required information is complete and accurate, and submitting the complied orders to the Government for review and processing.
• Maintaining recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.
• Completing records management tasks IAW SECNAVINST 5210.8F, including labeling folders, files, and cabinets.
• Submitting an Accident Incident Report to the Government for any unusual or non-routine incidents.

Position requirements include:

• High School Diploma
• Secret Security Clearance Eligible
• At least 1 year of relevant experience

Compensation: $ 25.31/hr VEVRAA Federal Contractor Three Saints Bay, LLC and its subsidiaries offer a team-oriented working environment and the opportunity to work with exceptional, dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international. We are an Equal Opportunity Employer. We invite resumes from all interested parties without regard to race, color, sex, sexual preference, religion, creed, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.